Using 25Live Search for a Space Find Available Location: Step 1. From the main 25Live home page, locate the “Find Available Location” dashboard element box.

Step 2. Click the appropriate link to search for rooms available by time or by location.

x I know WHEN: Allows you to select a space available based on date/time.

x I know WHERE: Allows you to select a space based on building/room location.

Quick Search:

Step 1. From the 25Live home page, enter the item’s name in the events or locations search box. Press the Go button to view search results.

Once you have submitted a search item you will be presented with the room or building availability grid listing the dates and times that a space is available. Remember to change the date to the day you are looking for.

Use the up/down arrows to the right of the page to view the availability of each room in that building.

Click the star icon to the left of the room’s name to mark this location as a favorite. Starred favorites will show up under the favorite’s dashboard box on the home page. (Note: Too many starred items will slow down load time)

Click the room’s name to view that room’s availability grid/calendar/details.

To request the space for your event hover your mouse over an available date and time to reveal

the (create event) button. Click the button to trigger the event wizard.

The wizard already contains the date/time and location information for the event when triggered this way.

Another way to search for space is the Advanced Search:

Using the tabs on the top of the page allows you to conduct advanced searches of locations or events.

Step 1. From the 25Live home page, select an item tab located across the top of the page.

Step 2. Type a keyword to search or click the “Advanced Location Search” tab to enter multiple search options.

Step 3. Click the “Advanced Location Search” tab next to each category name to narrow down your search options. You can select as many categories as you would like. Click the SAVE Button to save your search for the future.

Step 4. Determine how you would like to see your results, list, availability or calendar. Adjust the date range and then select load availability to search. You can change criteria on the top and hit Search to modify the results.

Hover your mouse over an available date and time to reveal the (create event) button. Click the button to trigger the event wizard.

The wizard already contains the date/time and location information for the event when triggered this way.

Create an Event: Event Wizard

Step 1. If you do not wish to trigger the event wizard by searching for a location first, simply select the Event Wizard tab located across the top of the 25Live page.

You can also create an event by selecting the Create an Event button on your home page.

Step 2. Enter the fields as they appear. Anything in red with an asterik is required. Moving to the next page will not be allowed until all required fileds are entered. All valid fields will appear with a green check mark once completed.

Step 3. Enter the expected head count. This is important to ensure that the locations made avaialbe to you will hold the expected capacity.

Step 4. Determine if the event repeats or is a stand alone event.

Regardless of which is chosen the next screen requires the Event day and time. If the event repeats enter the day/time of the first instance.

If the event repeats you will then be asked to set up the repeating pattern.

The next screen will set up the end day and display an occurance list below of every event day. (You can later edit the status of a repeating instance from active to cancelled by contacting the Registrar Scheduling Staff)

Step 5. You can search for a location for this event using a starred location or a location search that you created previosuly. You can also search by location name.

If the location is available it will appear with a green check mark next to the name. If there is a conflict there will be a red triangle. Hovering over a location will display details of that location. The right hand column will display selected locations and the details of that room.

Step 6. Enter in contact information for the event.

Step 7. The last step is to choose an event state. If all required information has been entered and you hit save before you get to this screen, the event will default to Tentative. A draft event will not send the request to the Registrar Scheduling Staff. A tentative event will be sent to the Registrar Scheduling Staff for room approval and event confirmation.

NOTE: If you want to edit any part of the event you do not need to keep clicking the back button to get to the screen. You can select which screen you would like to edit using the left hand nav bar. You do not need to wait to the end to do this. Once you leave a page it becomes clickable on the left hand nav bar. Simply select which field you want to edit from the left hand nav bar.

Step 8. Clicking save will bring you to a confirmation page.

Clicking “View Details” will bring you to this page, giving you a summary of the event and every occurance.

Event Approval/Denied Status:

To check the status of your request you can view the Tasks section on your home page.

Viewing the Assigned By You tasks will open up your requests and you can view the status.

Event Approval/Denial Process:

When an event request has been made you will be notified when you sign in to 25Live.

If you are already signed in you can view new requests in the Tasks tab.

You can assign or deny space from this view or you can click on the event to get more information.

Once in the event you can assign/deny the space on the task list tab, see more information about the event in the details tab, and change the event from tentative to confirmed.

The last step is to change the event state from tentative to confirmed once you have assigned the space.

You can notify the requestor via email that the event has been confirmed. This can be done by selecting More Actions – Email Event Details.

This will bring up a window that allows you to select who will be notified as well as an option to attach the Event Confirmation Report. You can email the event requestor, scheduler, or add additional recipients by manually typing in the email address.

When you hit send the user will then receive an email with a link to the event in 25Live.

If you chose to attach the Event Confirmation Report that will be a PDF on the email

How to run the Space Availability by Meeting Pattern Report:

To run the space availability by meeting pattern report click on the reports tab and then click on location reports. From the drop down menu select Space Avail by Meeting Pattern Custom

Once you select the report you are now able to enter report parameters. The start date and end date should capture one week of the semester. If you enter dates for the full semester the report will take longer to run.

The location search drop down will list all of the location searches you have saved.

Pad time should have a value of 0 entered. For easy searching on the report you can select yes under Sort by Capacity.

On the right hand side you have the option to view the report now or email it to yourself or other email addresses. Once you have all the fields populated hit run report.

If you chose to view the report now, a new tab will open and bring you to the download screen. If this window does not appear make sure you have pop up’s enabled for 25Live.

Once your report has downloaded you are able to view all available space in each meeting pattern.